Instalments

You can use an entry window to add and maintain invoice instalments.

Under the following conditions, you can add invoice instalments to a project:

• The project has not been reported ready.
• For the project, the Charge check box must have been selected.
• The project must be linked to a sales contact.
• The Actual completion date of the project cannot be in the past.

Add instalments

You add instalments to a project. Instalment maintenance is carried out in an entry window. You can set up action authorisation for this.

To add invoice instalments:

1. Go to: Projects / Invoicing / Invoice instalment.
2. Click on: New.
3. Select the project..

   Note:

   Via the entry layout settings you can specify if you want to be able to select all projects or only projects for which the Instalment invoices check box is selected. You set this up via General / Management / Entry layout. Here, select the correct layout (e.g. based on the Instalments (Profit) layout supplied with Profit) and open the properties. You can select the Do not allow for projects with instalments check box on the General settings tab. If you select this check box, you cannot select any projects for which the Instalments check box is selected.  You then receive a message if you select a project for which the Instalments check box has not been selected. If you select Yes here, you can create instalments for the project. If you do not select this check box, you can only select a project for which the Instalments check box has been selected.

4. Enter the agreed price.
5. Add the instalment lines:
   • In Costs, select the instalment (e.g. T1) or the costs.
   • If necessary, change the description.
   • Enter the instalment amount. In applicable, click on the Calculate remainder action. In the line the missing part (Agreed price -/- instalments entered) is added to this field.
6. Click on: Finish.

   Profit checks if the total amount of the instalment lines corresponds with the agreed price. If not, you are asked if you want to change the Agreed price. If you reply No, you can still change the instalment amounts.

To view and change an instalment:

You can view and change the invoice instalments. You can set up action authorisation for this.

You can only change or delete instalment lines that have not yet been invoiced. Invoiced lines are retrieved, but cannot be modified. You can also add new lines.

To view and change instalments:

1. Go to: Projects / Invoicing / Invoice instalment.
2. Open the properties of the instalment.
3. If necessary, change the agreed price.
4. Click on the action: Delete all invoice instalments, if you want to delete all instalment lines that have not yet been invoiced from the entry window in one go and recalculate the total fields. Instalments that have been invoiced, are not deleted and remain visible in the window.
5. Click on the action: New, and then on Insert if you want to insert a line between newly entered lines. You cannot insert lines between lines that have already been saved to the database.
6. Click on the action: Calculate remainder, if you want to automatically determine the instalment amount in the instalment line on the basis of the difference between the agreed price in the header and the total amount of the other instalment lines entered. When you start this action, Profit adds up the amounts in the lines above the selected line and places the remainder in the selected line. If you have already entered an amount on the selected line, Profit changes this amount.

   Note:

   Profit cannot calculate a negative remaining amount. If this is the case, and you perform the action, you receive a message that the remainder in the line cannot be calculated.

Add invoice instalments with text lines

For invoice instalments, you can only add cost lines. If you want to use text lines, you can add the Text code, Description text, and Text fields to the entry layout of invoice instalments and the instalment invoice. You also need to change the invoice layout and add these fields. You can also use these fields in the data collection for the report.

To change the entry layout for invoice instalments:

1. Go to: General / Management / Entry layout.
2. Open the entry layout properties Invoice instalments that you use or add a new entry layout that you base on the Invoice instalments (Profit) default entry layout.
3. Go to the tab: Line.
4. Add the following fields to the entry line:
   • Text code
   • Description text
   • Text

   

5. Click on: OK.

To change the entry layout for instalment invoices:

1. Go to: General / Management / Entry layout.
2. Open the entry layout properties that you use for the instalment invoice.
3. Add the following fields:
   • Remark (in the header)
   • Text code (on the line)
   • Description text (on the line)
4. Click on: OK.

After you have changed these layouts, you can add text to a new invoice instalment by adding a cost line. Complete the Text codeDescription text and Text fields on this cost line.

To add invoice instalments with text lines:

1. Go to:Projects / Invoicing / Invoice instalment.
2. Click on: New.
3. Add a cost line and enter the Text code, Description text and Text:

   

When invoicing, these three fields are copied to the invoice.

Changed entry layout for instalment invoices: